Your New Hire Checklist

Your New Hire Checklist

Hiring a new employee is a big accomplishment in any small business, and there are a lot of steps involved, too. Here’s a handy checklist to help you stay organized when you bring that new hire on board.

First things first, the legal and accounting items:

Signed employment agreement, typically an offer letter. There may also be a supplemental agreement outlining employee policies.

Payroll documents include:

IRS form W-4

Form I-9

Copy of employee’s government-issued ID

Most states require a new hire report to be filed; sometimes your payroll system vendor will automatically file this for you.

Notify your workers comp insurance carrier.

Next, it’s time for employee benefits enrollment:

Health insurance

401K

Any other benefits you provide

Provide the employee with the holiday schedule

Explain their PTO and vacation if not already explained in the offer letter

Set your new employee up for success with the right equipment:

Desk, chair, lamp, other furniture

Uniform

Tools

Coffee mug, refrigerator shelf

Phone

Truck, keys

Computer, monitor, mouse, keyboard, power strip, floor mat

Office keys, card entry, gate remote, parking assignment

Filing cabinet, keys

Tablet

Forms

Office supplies

Cooler, other supplies

Your new employee may need access to your computer software systems:

Employee email address

Any new user IDs and password for all the systems they will need to access

Document access

How will your new employee learn the ropes?

Set up training

Assign a buddy

Hopefully, this list will give you a start toward making your employee onboarding process a little smoother.